Administrative Assistant

Old Colony YMCA; Fall River (MA); On-site; USD 22,000 - 25,000; Full time

Job summary

Old Colony YMCA, Fall River, MA, seeks an Administrative Assistant to represent the organization professionally and maintain a friendly, safe environment for members and youth participants. You will handle clerical tasks, receptionist duties, data entry, and report preparation within the Community Services Program in partnership with the Department of Youth Services.

The role requires strong organization, proficiency in Microsoft Office, knowledge of JJEMS, and experience with youth or juvenile

Qualifications

• High School Diploma or equivalent.
• Knowledge of the juvenile justice system in Massachusetts.
• Valid MA Driver’s License.
• Experience working with youth in juvenile justice/child welfare or related fields.

Responsibilities

• Manage the clerical workload.
• Act as office receptionist and answer the telephone.
• Greet youth, families, visitors, and monitors office entrance.
• Type reports and transcribe as needed.
• Submit quarterly, monthly, and/or weekly documents and reports.
• Maintain staff itineraries and master staff schedule.
• Enter data in JJEMS as requested.
• Order office supplies and monitor equipment.
• Attend weekly team meetings and record minutes.
• Document and report building maintenance needs.
• Coordinate meetings, projects and events.
• Create documents using Word, Excel and PowerPoint.

Skills

Office receptionist

Clerical workload

Data entry

Phone handling

Minutes recording

JJEMS knowledge

Office equipment management

Education

High School Diploma

Tools

Microsoft Office

JJEMS system

Job description

Under the direction of the Director of Community Service Network the Administrative Assistant will represent the Old Colony Y in a positive professional manner resulting in friendly, safe, convenient and courteous environment for members, clients, volunteers and follow employees. The Administrative Assistant is responsible for the management and operation of the general YMCA’s secretarial procedures. The Community Services Program is a continuing partnership with the Department of Youth Services and the Old Colony Y. The program works with DYS committed youth returning to their home community from a residential or treatment program. The DYS youth are supervised within this program to prevent continued delinquent behavior by building skills, providing opportunities, and enhancing individual and family strengths.

JOB FUNCTION:

• Manage the clerical workload
• Act as office receptionist and answer the telephone
• Greet youth, families, visitors, and monitors office entrance
• Type reports and transcribe as needed
• Submit quarterly, monthly, and/or weekly documents and reports
• Maintain staff itineraries; maintains a master staff schedule
• Maintain a working knowledge of and access to the DYS Juvenile Justice Enterprise Management System (JJEMS); enters data as requested.
• Responsible for office supply orders and monitor office equipment
• Manage daily transactions/youth movements as requested
• Attend the weekly team meeting and record business minutes
• Document and report any building maintenance needs
• Responsible for the administrative tasks associated with the transfer of documents; submit record requests as needed
• Assist in the planning and coordination of meetings, special projects and events
• Create documents to meet the needs of the office using Microsoft Word, Excel, and PowerPoint; maintain as an up-to-date catalogue of required agency forms

YMCA LEADERSHIP COMPETENCIES - LEADER

• Mission Advancement: Accepts and demonstrates the Y’s values. Demonstrates a desire to serve others and fulfill community needs. Recruits volunteers and builds effective, supportive working relationships with them. Supports fundraising.
• Collaboration: Works effectively with people of different backgrounds, abilities, opinions, and perceptions. Builds rapport and relates well to others. Seeks first to understand the other person’s point of view and remains calm in challenging situations. Listens for understanding and meaning; speaks and writes effectively. Takes initiative to assist in developing others.
• Operational Effectiveness: Makes sound judgments, and transfers learning from one situation to another. Embraces new approaches and discovers ideas to create a better member experience. Establishes goals, clarifies tasks, plans work, and actively participates in meetings. Follows budgeting policies and procedures, and reports all financial irregularities immediately. Strives to meet or exceed goals and deliver a high-value experience for members.
• Personal Growth: Pursues self-development that enhances job performance. Demonstrates an openness to change, and seeks opportunities in the change process. Accurately assesses personal feelings, strengths, and limitations and how they impact relationships. Has the functional and technical knowledge and skills required to perform well; uses best practices and demonstrates up-to-date knowledge and skills in technology.
• Education/Experience/Physical Requirements
• High School Diploma
• Knowledge of the juvenile justice system in the Commonwealth of Massachusetts
• Ability and expertise in using Microsoft Office and other computer applications (including the internet)
• Attention to detail and accuracy
• Prior experience working with youth and a minimum of one year experience directly in the juvenile justice child welfare, behavioral health or demonstrably related field(s)
• Valid MA Driver’s License

Location(s)

45 North Main Street, Fall River , Massachusetts 02720

JOB SUMMARY

Under the direction of the Director of Community Service Network the Administrative Assistant will represent the Old Colony Y in a positive professional manner resulting in friendly, safe, convenient and courteous environment for members, clients, volunteers and follow employees. The Administrative Assistant is responsible for the management and operation of the general YMCA’s secretarial procedures. The Community Services Program is a continuing partnership with the Department of Youth Services and the Old Colony Y. The program works with DYS committed youth returning to their home community from a residential or treatment program. The DYS youth are supervised within this program to prevent continued delinquent behavior by building skills, providing opportunities, and enhancing individual and family strengths.

JOB FUNCTION:

• Manage the clerical workload
• Act as office receptionist and answer the telephone
• Greet youth, families, visitors, and monitors office entrance
• Type reports and transcribe as needed
• Submit quarterly, monthly, and/or weekly documents and reports
• Maintain staff itineraries; maintains a master staff schedule
• Maintain a working knowledge of and access to the DYS Juvenile Justice Enterprise Management System (JJEMS); enters data as requested.
• Responsible for office supply orders and monitor office equipment
• Manage daily transactions/youth movements as requested
• Attend the weekly team meeting and record business minutes
• Document and report any building maintenance needs
• Responsible for the administrative tasks associated with the transfer of documents; submit record requests as needed
• Assist in the planning and coordination of meetings, special projects and events
• Create documents to meet the needs of the office using Microsoft Word, Excel, and PowerPoint; maintain as an up-to-date catalogue of required agency forms

YMCA LEADERSHIP COMPETENCIES - LEADER

• Mission Advancement: Accepts and demonstrates the Y’s values. Demonstrates a desire to serve others and fulfill community needs. Recruits volunteers and builds effective, supportive working relationships with them. Supports fundraising.
• Collaboration: Works effectively with people of different backgrounds, abilities, opinions, and perceptions. Builds rapport and relates well to others. Seeks first to understand the other person’s point of view and remains calm in challenging situations. Listens for understanding and meaning; speaks and writes effectively. Takes initiative to assist in developing others.
• Operational Effectiveness: Makes sound judgments, and transfers learning from one situation to another. Embraces new approaches and discovers ideas to create a better member experience. Establishes goals, clarifies tasks, plans work, and actively participates in meetings. Follows budgeting policies and procedures, and reports all financial irregularities immediately. Strives to meet or exceed goals and deliver a high-value experience for members.
• Personal Growth: Pursues self-development that enhances job performance. Demonstrates an openness to change, and seeks opportunities in the change process. Accurately assesses personal feelings, strengths, and limitations and how they impact relationships. Has the functional and technical knowledge and skills required to perform well; uses best practices and demonstrates up-to-date knowledge and skills in technology.
• Education/Experience/Physical Requirements
• High School Diploma
• Knowledge of the juvenile justice system in the Commonwealth of Massachusetts
• Ability and expertise in using Microsoft Office and other computer applications (including the internet)
• Attention to detail and accuracy
• Prior experience working with youth and a minimum of one year experience directly in the juvenile justice child welfare, behavioral health or demonstrably related field(s)
• Valid MA Driver’s License

Branch / Program

Community Services - Dartmouth

Pay Range

The estimated pay range for this job. Disclosing pay information promotes competitive and equitable pay.
The actual pay rate will depend on the person's qualifications and experience. $16.00 - $18.40 / hour

Pay Transparency

In order to support the Fair Compensation Strategy by the US Govt., HR Dept., clients are required to adhere to "Pay Transparency Law"; in the impacted states; that have mandated the employers to list the salary ranges in Job advertisements or postings for job opportunities and Job promotions.

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